Gift Processing Specialist

Position Summary The Gift Processing Specialist is a key member of the Gift Administration team in University Advancement, reporting to the Senior Director of Gift Administration. This role supports the daily operations of gift and pledge processing and ensures the accurate and timely recording of donor contributions. The Specialist is responsible for managing the matching gift process and assisting with the processing of charitable gifts from alumni, parents, corporations, foundations, friends, faculty, staff and students. Core duties include entering gift and pledge transactions into the Banner system, generating gift receipts, processing web-based donations, managing honorary and memorial tribute notifications, and maintaining accurate donor records. This position also plays an important role in preparing pledge reminder files for review and approval, as well as serving as backup support for electronic transactions, including online gifts and wire transfers. The Gift Processing Specialist collaborates closely with Development Directors, Gift Officers, University Advancement staff, Financial Services, auditors, and other campus partners to ensure proper handling and reporting of donations. Regular interaction with donors via phone and email is a key component of the role. The ideal candidate will demonstrate strong customer service, attention to detail, and excellent interpersonal and communication skills. Duties and Responsibilities In collaboration with the Gift Administration team, ensures the accurate and timely processing of more than 37,000 annual transactions, including cash, checks, electronic fund transfers, wire transfers, gifts-in-kind, online gifts, payroll deductions, matching gifts, and pledges. Assists in the University’s receipting process and accurately applies both hard and soft credit to donors. Manages the matching gift email account, providing excellent customer service and troubleshooting inquiries from University Advancement staff members and other University departments regarding issues pertaining to gifts, pledges, stock transfers, wire transfers, and matching gifts and gift receipts. Works closely with matching gift companies to complete required forms, verify gifts, and provide supporting documentation as needed. Updates monthly pledge reports, prepares data files for the pledge reminder process for donors with active pledges, and ensures timely communication of upcoming payment obligations in accordance with agreed‑upon reminder schedules. Manages reporting and communication for weekly tribute letters sent to internal and external constituents. Cross‑trained in all aspects of gift processing, including the University’s online giving program. Accurately identifies and credits donors for all gifts made through the online giving platform, assists with periodic updates to the site, and maintains accurate donor information, including address updates in Banner. Supports the administration of refunds for online transactions using the University’s giving platform, GiveCampus. Ensures that all IRS guidelines pertaining to the processing and receipting of donations are met. Assists with the annual updates to the gift and pledge processing procedures manual in coordination with the Senior Director of Gift Administration. Ensures that hard and soft credit is accurately reflected in the Banner system and accurately reported to the donor. Maintains and updates bio information for address and employment records as needed. Minimum Qualifications 2+ years of experience in advancement services or gift and pledge processing or other relevant experience. Knowledge of university advancement operations. Knowledge of financial processing and reporting. Understanding of IRS regulations and receipting policies. Advanced computer skills including a working knowledge of development and financial systems, Microsoft Office and experience with Cognos reporting software. Strong analytical and planning skills. Aptitude for the management and effective use of information systems. Ability to work independently and communicate effectively to managers and co‑workers. Attention to detail and strong communication skills, along with significant organizational skills required. Ability to define goals and objectives and develop and implement strategic plans to accomplish University Advancement’s operational goals. Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of academic and administrative staff. Preferred Qualifications Knowledge of Ellucian Banner Alumni or similar fundraising system is highly desirable. Previous higher education or nonprofit administrative experience preferred. Equal Opportunity Statement Villanova is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. #J-18808-Ljbffr